Create an eBook with Google Slides

After sending out the Admin Training Week eBook, a lot of you expressed interest in how we were able to put something like that together. Google Slides can be an incredibly simple and easy tool for creating eBooks, and this video shows you a couple of tips to get started.

The first thing you’ll notice is the dimensions of Google Slides don’t match up with the format of a conventional eBook. So you’ll first need to change these dimensions to fit your needs. Check out that tip and how you can turn your eBook into a downloadable PDF in this video!

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Managing Different Versions of Non Google Files in Google Drive

If you, or your colleagues, are sharing and storing Microsoft files in Google Drive, you’ve probably run into the issue where you have multiple versions of the same file. This can get confusing really quickly, but there is actually a way to revoke access to older versions of a file so everyone is always on the same page.

The Google Drive tool is called ‘Manage revisions’ and it shows you all versions of a non-Google file you own in Google Drive. If the file is shared with others, you can remove older versions so your collaborators will always access the correct version.

This video covers ‘Manage revisions’ in the classic version of Google Drive and is not yet available for the new Google Drive. If you want access to ‘Manage revisions’ you can also switch back to the old Google Drive through the settings gear.

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Interactive Admin Console Training with Synergyse for Google Apps

Try Synergyse FREE for your domain here —-> Synergyse Training for Google Apps

While Google has done a pretty good job of providing resources on how to use the Admin Console, sometimes it can be difficult to keep up with everything without some hands-on training. Synergyse for Google Apps has released a brand-new version of their product that brings interactive training directly to your Admin Console.

After you install the Synergyse Chrome extension, you can access the Admin Console like you normally would and start going through the lessons. Synergyse walks you through, step-by-step, a wide range of lessons from Organizations to device management.

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Import tracked changes from Microsoft Word into Google Docs

We covered the introduction of suggested edits in Google Docs a few weeks ago, a brand new way to make edits that can be approved or rejected by the owner of the Doc. We mentioned that this feature was really familiar to tracked changes, a popular feature in Microsoft Word, and now Google wants them to work together too.

Tracked changes in Google Drive

The latest update to Google Docs means that whenever you convert a Word file to Docs, any tracked changes from Word will become suggested edits in Docs and vice versa. This is a huge update for those of you who are working with Word and Docs, or have colleagues that haven’t made the switch to Docs.

Google has made a ton of improvements to Google Drive in the past few months to make sure that Microsoft files behave much more naturally in Google Drive. For example, the new Office Editing chrome extension means that you can import Microsoft files to Google Drive, edit them, and download them back into the Microsoft format. Making sure tracked changes and suggested edits work well together is just another step Google is taking to get you to give up Office forever.

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Delegated Contacts in Google Apps

Last week’s update to Google Contacts improved the experience for delegated contacts in Google Apps. We actually haven’t covered this feature before, so check out the video to learn how to delegate access to your contacts, the new update and more.

One of the drawbacks (as of right now) to delegated contacts is the inability to delegate access to a smaller subset of your contacts. Thats why the recent addition of search to delegated contacts is so important. Rather than scrolling the hundreds (or thousands) of contacts, you can finally use search to save valuable time.

Google Apps Admins – Make sure you enable contacts sharing in the Admin Console or you might have some frustrated users. Here’s a quick walk-through of the process, but you just need to go into the Contacts app and select ‘Enable contact sharing.’

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11 Things You Need to Know About the Redesigned Google Drive

Google Drive, once again, has a brand-new look and there are a lot of changes to absorb. While many changes were design and user-experience improvements, Google also added some new functions. Check out the video below for our quick walkthrough, along with a list of some of our favorite changes!

1. New Google Drive Homepage

Old Google Drive vs New Google Drive

The most noticeable change to Drive is on the homepage, where Google has incorporated their new material design along with speed improvements. The folder icons have also been minimized and take up a lot less space, which can definitely help to reduce the clutter.

2. The “New” Button

Old Create Menu vs. New Button

The ‘Create Menu’ has been replaced with the much more streamlined ‘New’ button. You can take all of the same actions with the ‘New’ button that you did with the ‘Create Menu,’ like creating new files / folders, uploading files / folders and installing Drive apps.

3. New Method of Offline Sync

If you’re having trouble finding your offline Google Drive files, that is because offline sync is automatically set up. To enable offline access, click the gear icon in the right corner then Settings and select the Offline radio button. Your files will be available offline immediately, and new files and folders will automatically sync in the background as they are created.

4. ‘Shared with me’ replaced by ‘Incoming’

Shared with me vs. Incoming

The ‘Shared with me’ menu has been renamed ‘Incoming.’ From here you’ll find all files that you have access to, but are not the owner.

5. Starring Files

To mark an important file, you now have to right-click on it and select Add Star. In contrast, this new method is less direct compared with the old version of Drive where you were able to select the star icon next to the file name.

6. New Method to Add Files to your Drive

The option to add a file to your Drive has been moved from the top of the page to the actual file. To add a file to your Drive, move your cursor over the right side of the file in ‘Incoming’ and click on the Drive folder icon that appears.

7. New “Show Link” Icon

Now you can easily access the Link to Share by selecting the file and clicking on the ‘Show link’ icon located at the top right. From here you not only have the ability to copy the link to share to send to other users but you can access the file’s sharing settings to change its permissions.

8. Quickly view details and previews

While you’ve always been able to view details and previews in Drive, now you can lock in that view while switching between files. This really improves the appearance of Drive and it makes it really easy to surface important information.

9. Enter Office Compatibility Mode by Double-Clicking

The new Office Compatibility Mode to edit Office files in Drive has become more integrated. Now you can use OCM by double-clicking on the Office file in Drive and it will open in a compatible program for editing.

10. Redesigned search menu (Learn more in the video above)

11. Drag to select multiple files and perform an action (Learn more in the video above)

Google continues to mention that the major difference in this version of Drive is improved speed and experience across multiple devices. While that is definitely true, some of the subtle UX improvements really make using Google Drive a much more pleasant experience. There are plenty of other small changes in this new version, so let us know what you like the most in the comments section!

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3 Updates to Filter Views in Google Sheets

Filter Views have been a fantastic update since they were first introduced for the new Google Sheets, making sorting data even easier. Up until yesterday there were a few limitations when it came to collaboration, but Google released three updates to improve the experience.

My favorite update to come from yesterday is the ability to share a link to a specific Filter View with your collaborators. This is really useful if you’re dealing with a lot of data, or if your collaborators aren’t familiar with how to access Filter Views.

If you’re limited to ‘View only’ access to a Sheet, you can now apply temporary Filter Views so you can sort data to fit your needs. Like all Filter Views, this won’t affect anything your other collaborators can see. Lastly, you can now change the range of a Filter View without having to delete it and create a new one, definitely saving some time.

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Easy Gmail Encryption with Virtru for Business

Try it FREE for your domain here —–> Virtru for Business

While email security and encryption has always been vital, it has been expensive, difficult to use and poorly integrated for years now. Luckily, a brand-new product makes email security and encryption easy to use and it’s perfectly integrated into Google Apps.

Virtru for Business is our favorite email encryption plug-in because it brings features like message revoke, expiration dates and forwarding control directly inside your existing Gmail interface. Google Apps Admins will also love that Virtru provides a central dashboard to monitor and control the flow of sensitive information inside (and outside) their domain.

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New landing pages for Docs, Sheets and Slides arrive

Google Docs landing page

Announced at Google I/O almost a month ago, Google Docs, Sheets and Slides are finally receiving their own landing pages. These brand-new landing pages, which coincide nicely with their respective apps for Android and iOS, provide an easy way to access specific files in your Google Drive.

Visiting the Google Slides landing page, for example, will bring up all of your most recently opened presentations in a much more visually appealing view than the old version of Google Drive. You can also sort your files alphabetically, toggle between grid and list view, open the file picker and switch to another Google Drive app.

Google Slides landing page

 

These landing pages are only available to Google Apps domains on the Rapid Release schedule, and will make their way to the rest of the Google Apps domains in a few weeks. Click the links below to see if you have access!

Google Sheets landing page

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Updates to image editing in Google Drive

For quite a while, image editing in Google Drive was a very light tool with few options. A few months ago Google introduced changes to address this, mainly cropping, borders and changing the shape of images in Slides, Docs and Drawings. The only problem with these updates was that there wasn’t an easy way to revert back to the original image, which is important if you’re making a lot of changes.

Last week, Google introduced some more updates to image editing, hoping to fix some of this problem while also introducing a cool new feature.

Image editing update to Docs, Slides and Drawings

1. Reset images in Docs, Slides and Drawings

If you’ve made a lot of changes to and image in Docs, Slides or Drawings you may want to revert back to the original at some point. Now you can easily do this by simply right clicking on an image and selecting Reset image.

2. Replace images in Docs, Slides and Drawings

This is an update that I’m really exciting about and, depending on how you use Google Drive, you should be too. An issue that I run into a lot (when working with Slides specifically) is resizing images across an entire presentation so they have the same size and formatting.

With this update you can save a ton of time by selecting Replace image, rather than importing an image and resizing it to match the others. Obviously there are plenty of other use cases for this update, but if you’re resizing one image per slide in a 50 slide deck, you can just imagine how much time you’ll save.

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